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Specification System


HELP.LOSS

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4 6 C 2

Copyright


© Copyright 2003 SAP AG. All rights reserved.


No part of this publication may be
reproduced or transmitted in any form or for any purpose
without the express permission of SAP AG. The information contained herein may be
changed without prior notice.

Some software products marketed by SAP AG and its distributors contain proprietary
soft
ware components of other software vendors.


Microsoft®, WINDOWS®, NT®, EXCEL®, Word®,
and
PowerPoint® are registered
trademarks of Microsoft Corporation.


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Web Consortium, Massachusetts Institute of Technolo
gy.


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trademarks of SAP AG and Commerce
One.

Icons


Icon

Meaning


Caution


Example


Note


Recommendation


Syntax



Typographic Conventions


Type Style

Description

Example text

Words or characters that appear on the screen. These include field
names,

screen titles, pushbuttons as well as menu names, paths and
options.

Cross
-
references to other documentation.

Example text

Emphasized words or phrases in body text, titles of graphics and tables.

EXAMPLE TEXT

Names of elements in the system. These
include report names,
program names, transaction codes, table names, and individual key
words of a programming language, when surrounded by body text, for
example, SELECT and INCLUDE.

Example text

Screen output. This includes file and directory names and
their paths,
messages, source code, names of variables and parameters as well as
names of installation, upgrade and database tools.

EXAMPLE TEXT

Keys on the keyboard, for example, function keys (such as
F2
) or the
ENTER

key.

Example text

Exact user
entry. These are words or characters that you enter in the
system exactly as they appear in the documentation.

<Example text>

Variable user entry. Pointed brackets indicate that you replace these
words and characters with appropriate entries.





Specification System

Purpose

This application is used to describe objects using their technical attributes
,

such as
dimensions. Th
is report

is supported by
Templates [External]

and
Data sheets [External]

that
you can create. You can use these descriptions for
the

production of the specified objects.
This is a support tool for the engineering process.

The following is an example of the engineering process for an installation

and configuration
.
This example
shows the different uses for the
Specification System
.

Over time an enterprise has developed a spectrum of functions that form a record of
characteristic and documents that can be used to describe products.
T
he SAP System
allows the internal management of
such data
using
Classification
and the
Document
Management System
.

In order t
o go from the functions to the actual object that
makes use of
this function you
must describe all components. The
Data sheet

gives a
detailed
account of the
requirements of the c
omponents
which will

be produced during
the
engineering

process
.
The templates are based on characteristics and characteristic attributes for special
components
. When
ever

the user
replaces

a template’s values with individual values for
the object
,

it becomes a data sheet.
M
aterials, documents, and functional locations
can
be used
for characteristic
assessment

in the
Specification System
.

A s
pecification

is
primarily
based on data sheets as well as descriptive texts, and technical
drawings
.
You can
use the
Document Management System

to manage data sheets
.

The specification is sent in the first version as a request to the supplier.
The next step
occurs when t
he supplier completes the description and sends it back, including price
information and condi
tions for verification.
T
he request is
finally
turned into an order
that is added to the specification

as soon as the supplier is selected and the request is
handled
.

The process described is noted with
various

changes and iterations on different places.

T
he
Specification System

supports documentation of changes and different views
,

as
well as revision management thanks to its integration into the SAP System.

Once

the project

is finished
,

the data sheet describes the characteristics and characteristic
values of a component produced or procured
,

and therefore represents a real
component.

Another option is to

copy the data from the data sheets into the SAP System using the
Specification Syst
em
.


Prerequisites for Office Integration

Purpose

This process
allows the user

to make the changes and settings
required in order
to be able to
use Microsoft Excel or Word for presentation
and layout.

For Microsoft Excel you use Add
-
in programs
-

extra programs
created in order to
enhance
the Microsoft Office application
with the help

of user
-
defined commands and special
functions.

Our solution allows you to

save user
-
defined icon bars, key
combinations,
various shortcuts,
formatting and auto text entries in this fixed text.

Process Flow

Loading Add
-
in Programs in Microsoft Excel

...

When using Microsoft Excel you must install the following Add
-
in programs:

spec_syst.xla

The macros contained
by the A
dd
-
in

enable the user to

export
the
characteristics
, as well as save

templates and data sheets locally.

Wizard_Indexsheet.xla

Add
-
in contains macro for calling the wizard
, but

y
ou can
also
call the wizard outside of the SAP system.

metadata_macro.xla

When
export
ing

the

metadata to templates and data sheets
,
you can use
the
macros
that
the Add
-
in contains
.

Check the folder l
ibrary
of the Microsoft Office folder in order to find
Add
-
in
programs
.


Installing Document Templates for
Microsoft Word

...

Microsoft Word
cannot be used unless you

install the following document templates:

spec_syst.dot

In t
he document template
you can find
macros for the export of characteristics
and saving specification templates and data sheets locally.

W
izard_Indexsheet.dot

T
he wizard outside of the SAP system
can be called,
as well.


N
o macro
is
available for export of metadata information

in the
case of Word
.

System Settings

You must make the following system settings in Customizing for
Specification
System

under
Logistics General
:

Select the Office application (
Word
or
Excel
).

Specify
if
the Office application is opened within the SAP system window (inplace).

Specify whether you allow a bi
-
directional data exchange when you want to transfer
characteri
stics and characteristic values from the
Data sheet
.


Creating or Opening Documents

Creating New Documents

Choose
.

A

new document
appears
in the Office application area

when the Office application is started
.

Opening a Local Document

...

Choose

Local
in order
to open a document locally or from an accessible data carrier.

The
Open
dialog box appears.

Enter the required data and choose
Continue
.

Opening DMS Documents

Alternative1:
O
pen
ing

a template from a functional location

...

S
elect object type as
Functional location

in the dropdown box at the top left corner of the
spec transac
tion screen
.

Search for the functional location of interest and display it in the product structure below.

Mark an item in the functional location bill
-
of
-
material, and choose
Open Template
.

A
list of all templates relevant to the functional location

will
be displayed
. If there is only
one such template, then the system
will
open it in the Office application area. The
document will be opened in
Display

mode,
Change

mode, or
via pop
-
up
, depending on
the
settings.

If

multiple templates

are available
, select the template that you need, and choose

or
.


opens a copy of the template in the Office application area. You cannot change the
original application file in this case.


opens the document in the Office application area when the status of the

document
allows this. The original application file is then locked until you close it, whether you
Save the document [Page
Error! Bookmark not defined.
]

or not.


When

open
ing

a document
which
has already been released, the system opens a
copy and displays a message indicating this.

In case
the original application file is opened form a secure storage area (SAP
database
, vault, or archive), the SAP system checks
-
out the document. You
are
then
required to
check the document in using the check
-
in function in
Document
Management
.


The
procedure
Maintaining Template [Page
Error! Bookmark not defined.
]

must be used if
you would like to delete the association of a template with a
functional location.

Alternative2:
O
pen
ing

DMS document directly

...

Choose

DMS
to open a
document that was stored using the
Document Management
System
.

The
Document Management: Open document

dialog box appears. Enter data as
required.

Document number

Select

or
.


Alternative 3: Open
ing

a doc
ument from the structure overview

...

Search for the document of interest and display it in the product structure below.

Right click on the document in the product structure, and choose
Display original

or
Change original
, as required.

Display original

is
used in order to
open a copy of the document found in the Office
application area.

You cannot change the original application file in this case.

The
original application file is not locked for changes by another user.

Change original

is used in order to
op
en the document in the Office application area
when the status of the document allows this. The original application file is then locked
until you close it, whether you
Save the document
[Page
Error! Bookmark not
defined.
]

or not.




Exporting Chara
cteristics for Layout

Prerequisites

A

class, document or functional location
need to be selected
in the selection area. F
or f
urther
information
, see

Selecting Objects [External]
.

A document is open.

Procedure

Place the cursor where you want to insert the
characteristics in the Office document.


If you use Microsoft Excel, select a data sheet and place the cursor in a table cell.

I
n the product structure browser
,

highlight one or more objects
(for example documents)
.


By holding CTRL down and selecting
you can highlight more than one object.

Select

to export characteristics for layout.

The system places the following based on where your cursor is located in the
document:



Class type



Characteristic name



Description and unit of measure



Saving Documen
ts

Saving Local Documents

Choose

Local
.

The document is saved locally
using
the file name and path
typed in by you
.


The document
continues to be

locked if you checked it out of DMS, that is when
you used

DMS

from the
Document Management System

to open it.


Saving Documents in DMS

...

Choose

DMS
if you want to
save a document in the
Document Management System
.

This
command
enables the document to be managed by the
Document Management
System
.

You will notice a
dialog box appear
,

where you can e
nter the fields for the
Document
Management System
.

Enter the following data:

Document

Choose

or
.


saves the original application file with a new version.

In this case, t
he system
creates a new document info record (automatic version number increments
)
,

prompt
ing

you to save the file

afterwards
.

The storage data is saved in the document info record.


saves the changed original file in the document info record you entered.



You must check
-
in any original application files that you processed from the
secure storage area (SAP Database, vault, or archive).

This function
can be
found
in
Document Management
.

Opening Documents
[Page
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]

in different ways
will have
different
results

at this point:

If you opened the document as a copy into the Microsoft Office application area out
of DMS using
.

You
do
not have permission to
change the original application file in this case.

The original application file is not locked in this case.

S
av
ing

the original
application file with

is not permitted to you
.

The original application file is locked in this case ti
ll you close it.

Use


or

in
order to save the document
.

If a document is open locally.

You can save the document with

or
.

For
additional
information
,

see the components
CA
Document Management
under
Document
Management [External]
.

Saving Template
Against Classes

If the document has not been saved in

DMS,
perform

DMS
as explained above.


The system saves the template against each of the classes whose characteristics have
been put on it.


U
se the procedure
Maintaining Template [Page
Error! Bookmark not defi
ned.
]

in order t
o change the association of a template with classes
.

Closing Documents

Select
.

A dialog appears informing you that you are closing the document without saving.
Your
options are
either
to
confirm or cancel.

The document is closed
according to the selection you make
.


The lock put on the document when it was checked
-
out of
Document
Ma
nagement

System

is then removed.


The lock is removed even when you leave the application without closing the
document.